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Unlike Quick Steps which are triggered manually by you, Mail Rules are set of filters that act on your incoming email automatically, based on a set of Rules that you've specified. So let's go ahead and create some Rules. I'm in my Inbox now and I want to create a Rule for this particular newsletter to move to my Newsletters Folder, so I'm going to highlight the email and in my Home Ribbon Tab, click on Rules, Create Rule. Now because I already have this email specified, Outlook is going to guess and think it knows what I want to do with it.
So it's telling me that when it gets an email with the selected conditions, either from the Sender or the Subject, in this case, I'm going to select the Subject, because this is how I'm going to actually identify this newsletter. Do the following: I'm going to place a check mark beside Move the Item to a Folder; I'm going to choose my Folder that I had created called Newsletters. If I didn't have the folder created, I can click New and just create a New Folder. In this case it's already created, so I'm going to go ahead and highlight my Newsletters Folder and click OK.
I can click on OK and it's going to tell me that my Rule has been created. Now it's also giving me the option to run this Rule now on messages already in the current Folder. I'm going to place a check mark beside this, because this is a great feature if I've already got a ton of newsletters in there that I want to move in to the Folder all at once. I can click OK and it's been done. The nice thing about this Rule is the unread count goes up, I can see that I'm getting more and more newsletters in there. We can also create more complex Rules.
For example, I'm going to go over to Rules and select Manage Rules and Alerts. So here's the one Rule that I already have but I'm going to click on New Rule, it's giving me some canned options that it thinks I might want to do, and these are good and you can take a look at these, but I'm actually going to make a more complex one. So I'm going to start with the blank Rule and I'm going to create this Rule and apply it on messages that I receive. I'm going to tell it what the conditions are in a little bit.
I click Next and here are the conditions that I want to check for. In this case, I want an email with specific words in the Subject or Body, Chameleon, which is a product we have, and I'm going to assign it to the Product Releases category. So I'm going to come down here until I find the Rule that fits what I want. In this case, here's the one that says With Specific Words in the Subject or Body, so I can place a check mark beside it. And now, I need to choose what those specific words are. So I'm going to click on this and type in the words that I am actually looking for.
I can click Add and then OK. So now my Rules changed to look for, when a message arrives with the word Chameleon in the Subject or Body. I'm going to click Next to tell it what to actually do with that message. I'm going to assign it to a certain category. You can see here that I got a ton of options I can choose from. I can place a check mark next to it and come back down to this list and click Category, so I can actually pick my Category. Place a check mark beside the one you want, click OK, click Next and now it's going to ask me if there's any exceptions.
This means that if there are any Product Releases that come through with the word Chameleon in the Subject Body that I might not want to apply that category to, I can specify it here, for example, if the email notification comes from somebody else, but that's okay. I'm going to click Next, and now I can specify name for the Rule. I can Turn On this Rule and I can actually run the Rule now on messages already in the Inbox which I'm certainly going to do. Once I'm all done, I can click Finish and it's telling me that it's only going to run the Rule when I check my email.
If Outlook isn't running, the Rule isn't going to work. This Rule is only going to run when I actually have Outlook running. If my computer is turned off or I'm logged in to the web version, it won't run. Click on OK, click Apply, click OK again and now my Rule is active. I can go to have Product Releases Folder to see if I have anything in there, sure enough I do. If I scroll down, the word Chameleon is in there. So Mail Rules are powerful, as there are so many options you can automate.
For example, if you keep getting product inquiries for a discontinued product, you can send out an auto response telling your customers, no, the product doesn't exist anymore. I definitely encourage you to poke around with all the choices that you have in Mail Rules.
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